Administrative Executive at Hospital Assist Nigeria

Responsibilities

• Maintain the inventory of office supplies by checking stock to determine inventory level; anticipate needed supplies for the office; place and expedite orders for supplies and verify receipt of supplies against each item supplied
• Organize travel arrangements for senior managers going on business trip
• Document official correspondence on behalf of the organization and other departments and ensure delivery is made to the appropriate personnel especially correspondences that are of high priority and have timeframes attached for responses
• Implement the company’s administrative polices and Standard Operating Procedures (SOPS)
• Design and maintain organized filing system of all administrative documents and company data by ensuring all files and documents are properly coded for easy accessibility by respective personnel with authorised access.
• Handle sensitive information in a confidential manner except authorised to divulge
• Take accurate minutes of meetings and share with respective departments and personnel in a timely manner
• Oversee and supervise the work of support staffs in the office
• Maintain up-to-date employee holiday records by informing all staffs of upcoming holidays
• Schedule timely repairs for all office equipment and electrical appliances
• Generate periodic reports for management as needed and provide explicit explanation on all that is documented for ease of understanding
• Ensure optimal performance and timely deliverables in handling multiple tasks assigned by superiors
• Prepare invoices for clients and ensure accuracy in figures and clients’ information
• Submit and reconcile expense reports incurred by the administrative department
• Assist in distribution of memos, mails and relevant information to different members of staffs
• Assist the management team in preparation of scheduled reports for meetings and presentations
• Organize and schedule meetings and appointments for management personnel
• Maintain a call directory for all vendors and clients of the organization and ensure its updated when needed
• Maintain proper telephone etiquettes at all times and manage clients’ enquiries and complaints in a prompt and professional manner
• Ensure an effective Client management system in place which encourages feedback from clients and endeavour to keep management abreast of any new development in clients’ request/needs as regards the company’s products and services
• Ensure to follow up on current trends for managing and exceeding clients’ expectations within the industry
• Collaborate with other departments and personnel in planning formal events on behalf of the company and remain a dedicated team player in all of the company’s projects
• Ensure that safety protocols are duly observed by all stakeholders of the business which includes; employees, clients, vendors, visitors, business partners etc.